Standard Request for Proposals (Rfp)
STANDARD REQUEST FOR PROPOSALS (RFP)
(SELECTION OF CONSULTANTS)
TABLE OF CONTENTS
Page
INTRODUCTION ………………………………………………..1
SECTION I. Letter of Invitation ……………………………
SECTION II. Information to consultants……………………3
Appendix to information to Consultants……12
SECTION III Technical Proposal …………………………….15
SECTION IV. Financial Proposal ………… ………………….26
SECTION V Terms of Reference …………………………………34
SECTION VI. Standard Forms of Contract ………………………35
ANNEXES:
Annex I. Large Assignments: Lump-Sum Payments ………
Annex II. Large or Small Assignments: Time-Based Payments ………
Annex III. Small Assignments: Lump-Sum Payments ………
INTRODUCTION
- This Standard Request for Proposals (SRFP) has been prepared for use by public entities in Kenya in the procurement of consultancy services and selection of consultants.
- The SRFP includes Standard form of Contract for Large Assignments and small assignment which are for lump sum or time based payments.
- A separate SRFP has been provided for selection of individual professional consultants.
- The General Conditions of Contract should not be modified and instead the Special Conditions of Contract should be used to reflect the unique circumstances of the particular assignment. Similarly the information to consultants should only be clarified or amended through the Appendix to information to Consultants.
- This SRFP document shall be used where a shortlist of consultancy firms already exist or has been obtained through a shortlist after an advertisement of Expression of Interest for Consultancy required.
SECTION I-LETTER OF INVITATION
TO:(Name and Address of Consultants)Date
Dear Sir/Madam,
RE:(Subject of the Consultancy)
1.1The (name of procuring entity) invites proposals for the following consultancy services (short description of subject matter, objective and scope of the assignment).
1.2The request for proposals (RFP) includes the following documents:
Section I - Letter of invitation
Section II -Information to consultants
Appendix to Consultants information
Section III-Terms of Reference
Section IV-Technical proposals
Section V -Financial proposal
Section VI-Standard Contract Form
1.3Upon receipt, please inform us
(a)that you have received the letter of invitation
(b)whether or not you will submit a proposal for the assignment
Yours sincerely
(Signature, name and title of procuring entity’s official)
SECTION II – INFORMATION TO CONSULTANTS (ITC)
Table of Contents
Page
2.1Introduction
2.2Clarification and amendment of RFP document
2.3Preparation of Technical Proposal
2.4Financial proposal
2.5Submission, Receipt and opening of proposals
2.6Proposal evaluation general
2.7Evaluation of Technical proposal
2.8Public opening and Evaluation of financial proposal
2.9Negotiations
2.10Award of Contract
2.11Confidentiality
2.12Corrupt or fraudulent practices
SECTION II: - INFORMATION TO CONSULTANTS (ITC)
2.1Introduction
2.1.1The Client named the Appendix to “ITC” will select a firm among those invited to submit a proposal, in accordance with the method of selection detailed in the appendix. The method of selection shall be as indicated by the procuring entity in the Appendix.
2.1.2The consultants are invited to submit a Technical Proposal and a Financial Proposal, or a Technical Proposal only, as specified in the Appendix “ITC” for consulting services required for the assignment named in the said Appendix. A Technical Proposal only may be submitted in assignments where the Client intends to apply standard conditions of engagement and scales of fees for professional services which are regulated as is the case with Building and Civil Engineering Consulting services. In such a case the highest ranked firm of the technical proposal shall be invited to negotiate a contract on the basis of scale fees. The proposal will be the basis for Contract negotiations and ultimately for a signed Contract with the selected firm.
2.1.3The consultants must familiarize themselves with local conditions and take them into account in preparing their proposals. To obtain first hand information on the assignment and on the local conditions, consultants are encouraged to liase with the Client regarding any information that they may require before submitting a proposal and to attend a pre-proposal conference where applicable. Consultants should contact the officials named in the Appendix “ITC” to arrange for any visit or to obtain additional information on the pre-proposal conference. Consultants should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements.
2.1.4The Procuring entity will provide the inputs specified in the Appendix “ITC”, assist the firm in obtaining licenses and permits needed to carry out the services and make available relevant project data and reports.
2.1.5Please note that (i) the costs of preparing the proposal and of negotiating the Contract, including any visit to the Client are not reimbursable as a direct cost of the assignment; and (ii) the Client is not bound to accept any of the proposals submitted.
2.1.6The procuring entity’s employees, committee members, board members and their relative (spouse and children) are not eligible to participate.
2.1.7The price to be changed for the tender document shall not exceed Kshs.5,000/=
2.1.8The procuring entity shall allow the tenderer to review the tender document free of charge before purchase.
2.2Clarification and Amendment of RFP Documents
2.2.1Consultants may request a clarification of any of the RFP documents only up to seven [7] days before the proposal submission date. Any request for clarification must be sent in writing by paper mail, cable, telex, facsimile orelectronic mail to the Client’s address indicated in the Appendix “ITC”. The Client will respond by cable, telex, facsimile or electronic mail to such requests and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all invited consultants who intend to submit proposals.
2.2.2At any time before the submission of proposals, the Client may for any reason, whether at his own initiative or in response to a clarification requested by an invited firm, amend the RFP. Any amendment shall be issued in writing through addenda. Addenda shall be sent by mail, cable, telex or facsimile to all invited consultants and will be binding on them. The Client may at his discretion extend the deadline for the submission of proposals.
2.3Preparation of Technical Proposal
2.3.1The Consultants proposal shall be written in English language
2.3.2In preparing the Technical Proposal, consultants are expected to examine the documents constituting this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal.
2.3.3While preparing the Technical Proposal, consultants must give particular attention to the following:
(i)If a firm considers that it does not have all the expertise for the assignment, it may obtain a full range of expertise by associating with individual consultant(s) and/or other firms or entities in a joint venture or sub-consultancy as appropriate. Consultants shall not associate with the other consultants invited for this assignment. Any firms associating in contravention of this requirement shall automatically be disqualified.
(ii)For assignments on a staff-time basis, the estimated number of professional staff-time is given in the Appendix. The proposal shall however be based on the number of professional staff-time estimated by the firm.
(iii)It is desirable that the majority of the key professional staff proposed be permanent employees of the firm or have an extended and stable working relationship with it.
(iv)Proposed professional staff must as a minimum, have the experience indicated in Appendix, preferably working under conditions similar to those prevailing in Kenya.
(v)Alternative professional staff shall not be proposed and only one Curriculum Vitae(CV) may be submitted for each position.
2.3.4The Technical Proposal shall provide the following information using the attached Standard Forms;
(i)A brief description of the firm’s organization and an outline of recent experience on assignments of a similar nature. For each assignment the outline should indicate inter alia, the profiles of the staff proposed, duration of the assignment, contract amount and firm’s involvement.
(ii)Any comments or suggestions on the Terms of Reference, a list of services and facilities to be provided by the Client.
(iii)A description of the methodology and work plan for performing the assignment.
(iv)The list of the proposed staff team by specialty, the tasks that would be assigned to each staff team member and their timing.
(v)CVs recently signed by the proposed professional staff and the authorized representative submitting the proposal. Key information should include number of years working for the firm/entity and degree of responsibility held in various assignments during the last ten (10) years.
(vi)Estimates of the total staff input (professional and support staff staff-time) needed to carry out the assignment supported by bar chart diagrams showing the time proposed for each professional staff team member.
(vii)A detailed description of the proposed methodology, staffing and monitoring of training, if Appendix “A” specifies training as a major component of the assignment.
(viii)Any additional information requested in Appendix “A”.
2.3.5The Technical Proposal shall not include any financial information.
2.4Preparation of Financial Proposal
2.4.1In preparing the Financial Proposal, consultants are expected to take into account the requirements and conditions outlined in the RFP documents. The Financial Proposal should follow Standard Forms ( Section D). It lists all costs associated with the assignment including; (a) remuneration for staff (in the field and at headquarters), and; (b) reimbursable expenses such as subsistence (per diem, housing), transportation (international and local, for mobilization and demobilization), services and equipment (vehicles, office equipment, furniture, and supplies), office rent, insurance, printing of documents, surveys, and training, if it is a major component of the assignment. If appropriate these costs should be broken down by activity.
2.4.2The Financial Proposal should clearly identify as a separate amount, the local taxes, duties, fees, levies and other charges imposed under the law on the consultants, the sub-consultants and their personnel, unless Appendix “A” specifies otherwise.
2.4.3Consultants shall express the price of their services in Kenya Shillings.
2.4.4Commissions and gratuities, if any, paid or to be paid by consultants and related to the assignment will be listed in the Financial Proposal submission Form.
2.4.5The Proposal must remain valid for 60 days after the submission date. During this period, the consultant is expected to keep available, at his own cost, the professional staff proposed for the assignment. The Client will make his best effort to complete negotiations within this period. If the Client wishes to extend the validity period of the proposals, theconsultants shall agree to the extension.
2.5Submission, Receipt, and Opening of Proposals
2.5.1The original proposal (Technical Proposal and, if required, Financial Proposal; see para. 1.2) shall be prepared in indelible ink. It shall contain no interlineation or overwriting, except as necessary to correct errors made by the firm itself. Any such corrections must be initialed by the persons or person authorised to sign the proposals.
2.5.2For each proposal, the consultants shall prepare the number of copies indicated in Appendix “A”. Each Technical Proposal and Financial Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. If there are any discrepancies between the original and the copies of the proposal, the original shall govern.
2.5.3The original and all copies of the Technical Proposal shall be placed in a sealed envelope clearly marked “TECHNICALPROPOSAL,” and the original and all copies of the Financial Proposal in a sealed envelope clearly marked “FINANCIAL PROPOSAL” and warning: “DO NOT OPEN WITH THE TECHNICAL PROPOSAL”. Both envelopes shall be placed into an outer envelope and sealed. This outer envelope shall bear the submission address and other information indicated in the Appendix “ITC” and be clearly marked, “DO NOT OPEN, EXCEPT IN PRESENCE OF THE OPENING COMMITTEE.”
2.5.4The completed Technical and Financial Proposals must be delivered at the submission address on or before the time and date stated in the Appendix “ITC”. Any proposal received after the closing time for submission of proposals shall be returned to the respective consultant unopened.
2.5.5After the deadline for submission of proposals, the Technical Proposal shall be opened immediately by the opening committee. The Financial Proposal shall remain sealed and deposited with a responsible officer of the client department up to the time for public opening of financial proposals.
2.6Proposal Evaluation General
2.6.1From the time the bids are opened to the time the Contract is awarded, if any consultant wishes to contact the Client on any matter related to his proposal, he should do so in writing at the address indicated in the Appendix “ITC”. Any effort by the firm to influence the Client in the proposal evaluation, proposal comparison or Contract award decisions may result in the rejection of the consultant’s proposal.
2.6.2Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded.
2.7Evaluation of Technical Proposal
2.7.1The evaluation committee appointed by the Client shall evaluate the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria as follows
Points
(i)Specific experience of the consultant
related to the assignment(5-10)
(ii)Adequacy of the proposed work plan and
methodology in responding to the terms
of reference(20-40)
(iii)Qualifications and competence of
the key staff for the assignment(30-40)
(iv)Suitability to the transfer of Technology
Programme (Training)(0-10)
Total Points 100__
Each responsive proposal will be given a technical score (St). A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Appendix “ITC”.
2.8Public Opening and Evaluation of Financial Proposal
2.8.1After Technical Proposal evaluation , the Client shall notify those consultants whose proposals did not meet the minimum qualifying mark or were considered
non-responsive to the RFP and Terms of Reference, indicating that their Financial Proposals will be returned after completing the selection process. The Client shall simultaneously notify the consultants who have secured the minimum qualifying mark, indicating the date and time set for opening the Financial Proposals and stating that the opening ceremony is open to those consultants who choose to attend. The opening date shall not be sooner than seven (7) days after the notification date. The notification may be sent by registered letter, cable, telex, facsimile or electronic mail.
2.8.2The Financial Proposals shall be opened publicly in the presence of the consultants’ representatives who choose to attend. The name of the consultant, the technical. Scores and the proposed prices shall be read aloud and recorded when the Financial Proposals are opened. The Client shall prepare minutes of the public opening.
2.8.3The evaluation committee will determine whether the financial proposals are complete (i.e. Whether the consultant has costed all the items of the corresponding Technical Proposal and correct any computational errors. The cost of any unpriced items shall be assumed to be included in other costs in the proposal. In all cases, the total price of the Financial Proposal as submitted shall prevail.
2.8.4While comparing proposal prices between local and foreign firms participating in a selection process in financial evaluation of Proposals, firms incorporated in Kenya where indigenous Kenyans own 51% or more of the share capital shall be allowed a 10% preferential bias in proposal prices. However, there shall be no such preference in the technical evaluation of the tenders. Proof of local incorporation and citizenship shall be required before the provisions of this sub-clause are applied. Details of such proof shall be attached by the Consultant in the financial proposal.
2.8.5The formulae for determining the Financial Score (Sf) shall, unless an alternative formulae is indicated in the Appendix “ITC”, be as follows:-
Sf = 100 X FM/Fwhere Sf is the financial score; Fm is the lowest priced financial proposal and F is the price of the proposal under consideration. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T=the weight given to the Technical Proposal: P= the weight given to the Financial Proposal; T + p = I) indicated in the Appendix. The combined technical and financial score, S, is calculated as follows:- S = St x T % + Sf x P %. The firm achieving the highest combined technical and financial score will be invited for negotiations.
2.8.6The tender evaluation committee shall evaluate the tender within 30 days of from the date of opening the tender.
2.8.7Contract price variations shall not be allowed for contracts not exceeding one year (12 months).
2.8.8Where contract price variation is allowed, the variation shall not exceed 10% of the original contract price
2.8.9Price variation requests shall be processed by the procuring entity within 30 days of receiving the request.
2.9Negotiations
2.9.1Negotiations will be held at the same address as “address to send information to the Client” indicated in the Appendix “ITC”. The aim is to reach agreement on all points and sign a contract.
2.9.2Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. The Client and firm will then work out final Terms of Reference, staffing and bar charts indicating activities, staff periods in the field and in the head office, staff-months, logistics and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the “Description of Services” and form part of the Contract. Special attention will be paid to getting the most the firm can offer within the available budget and to clearly defining the inputs required from the Client to ensure satisfactory implementation of the assignment.
2.9.3Unless there are exceptional reasons, the financial negotiations will not involve the remuneration rates for staff (no breakdown of fees).
2.9.4Having selected the firm on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the experts named in the proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff were offered in the proposal without confirming their availability, the firm may be disqualified.